Records and Information Management Workshop

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1 Records and Information Management WorkshopThe foundation for successRecords Management Fundamentals: the foundation for a successful business This session will explore Records Management as a foundation for a strong business while describing the elements to a successful program. File systems, retention schedules and other commonly held elements of a Records Program are detailed. Learn how to apply simple practices that will help you and your organization get organized and meet your information goals.

2 Records and Information ManagementWhat is a record?Any information contained in any physical medium that is used in the course of business activity and provides evidence of that activity.What is Records and Information Management?The systematic control of records throughout their lifecycle including creation, active use, inactive use and disposition.Electronic, Audio, video, microform, paper

6 Publications, Reports StudiesThe ChallengeArchivesFinance SystemsNetwork DrivesRIM SolutionPersonal Hard DrivesMicrofilmOn the left, we have example of systems, all of which are independent methods of managing informationEmployees are making solutions for themselves in isolation.They reluctantly look for a product themselves.We do not have a comprehensive method to managing our informationInformation is stored and managed in isolationRedundant information Specific information is difficult to findThis demonstrates and organizational readiness.Publications, Reports StudiesAspects InfoTech Solutions Inc

9 I think we need a little more detail hereRecords Classification and CodingI think we need a little more detail hereAspects InfoTech Solutions Inc

10 Classification Scheme Componentsa logical and systematic arrangement of records into subject groups, categories or classes based on their natural relationships. The classifications use letters or numbers for identification.ComponentsFile CodeFile TitleDescription/Scope NotesOPRRetention PeriodAssigning a file number is simply looking up the system and choosing the number. The file code represents a category – numbers were chosen arbitrarily but form a pattern of functionality.File Codes are organized by function not necessarily by departmentIf a code cannot be found, contact the Records Management LiaisonAspects InfoTech Solutions Inc

12 Retention Schedules Identifying potential changes to Retention Periodsthe period of time (stated in the retention schedule) that records must be kept before they may be destroyed or transferred to a permanent means of preservation. The retention period is divided into an active phase, semi-active phase, and final disposition.Codes - CY+1y nil DESA - ActiveSA – Semi-ActiveFD – Final DispositionCY - Current YearFY - Fiscal Yeary – yearSO – Superceded or obsoleteDES – DestroySR – Subject to ReviewP – PermanentIdentifying potential changes to Retention PeriodsChanges to Retention Periods may happen if legislation that dictates how long a record is kept changes.Aspects InfoTech Solutions Inc

13 ArchivesOf all of our national assets, archives are the most precious. They are the gift of one generation to another and the extent of our care of them marks the extent of our civilization.”Arthur G. DoughtyDominion Archivist

19 Change Management Project Team and Employees Records CoordinatorsManaging ImpactCommunications PlanPhased ApproachCelebrating MilestonesTrainingCoachingSupportProject Team and Employees – working closely togetherProject Team will be assisted by vendor in the first 2-3 implementations or until the Project Team is comfortable in performing the implementation on their ownManaging Impact – awareness of the impact , planning for the impact, customized managing of the impactImpact will depend on business unit, preplanning – business needs, process review, establishment of business rulesPreparation – organization of information in advance – move information in other tool to new solution, employee is trained concurrently with installation of software, coach is onsite for 2-3 days (monitoring employees and being available for functional assistance as well as being the first point of contact for technical problemsCommunications plan – Team of representatives – 2 way communications – input and feedback – planning and how things are goingIncludes Newsletters, status reportsPhased implementation – planned, aiding changeEstablishing milestones with agreed upon completion criteria and success contributorsTraining – ensuring training is timely, effective and that coaching after training is effective and as long as neededSupport – support structureAspects InfoTech Solutions Inc